Retention Guidelines for Administrative Divisions

This section provides a retention schedule for the administrative records of the college. It includes the offices of the President, Provost,
and Vice-Presidents, and the Deans of the main divisions of the College, as well as various special offices. Also included are the Board of Trustees,
Faculty Councils, and the Assembly and Council of Administrative and Professional Staff.

To practice good record keeping, you are encouraged to use the guidelines reported below for the retention of documents in the various divisions,
and the office of the President of Oberlin College. A pattern of consistency in the care of records will assist your office in many ways — especially
in preventing the loss of records and in the saving of staff time. Information that is retained in hard copy or electronic files is the property of
Oberlin College.

Records and documents which must be preserved and filed systematically:

Description of Item

Normal Period of Retention

Referral (Destination)

Comments

The minutes of the meetings of the Board
of Trustees, Faculty Councils (General, Arts and Sciences,
and Conservatory of Music), and other institutional document
files supporting the minutes.

4 years

Vault, Cox Admin. Bldg. First copies transferred
to Archives after 20 years.

Office of the Secretary holds custodial responsibility
for the originals.

The minutes of the meetings of Faculty
committees and the other institutional document files supporting
the minutes.

Active + 2 years

Archival Review

Copies of all constitutions, past and
present, and by-laws, both of the corporation and of
its auxiliary organizations. Articles of Incorporation and
amendments thereto.

Indefinite

Archives

All official correspondence
and memoranda of the President, Provost, and Vice-Presidents,
and the Deans of the main divisions of the College (e.g. attached
statements of policy, major reports, and other appropriate
materials).

6 years

Archives

Copies of the official minutes and reports
of all the College's academic departments, administrative
units, commissions, and student life organizations.

Active + 2 years

Archives

The non-current treasurers' records (annual
reports).

5 years

Archival Review

Histories of the College, Program Reviews,
etc.

Indefinite

Archives

Copies of the deeds and descriptions
of the College properties, titles, leases, surveys,
etc.

10 years

Archives

Records of the Assembly and Council of Administrative
and Professional Staff.

Active + 2 years

Archives

Special Project files or unpublished reports
or studies.

Active + 3 years

Archives

Copies of all appointment letters and the acceptance
letters of appointees, as part of individual employee files.